What Are Auto Categorization Rules?
Auto Categorization Rules let you define conditions and actions that automatically categorize your transactions or associate them with a project. This automation saves you time and ensures consistent categorization across your cashflow.
How Do Auto Categorization Rules Work?
You can create and manage rules in the Settings section. There are three types of rules:
Categorization Rules: Automatically categorize transactions with a specific Category.
Association Rules: Associate transactions with a Project (available when Project Management is enabled).
Bank Account Rules: Associate Expected Transactions with a bank account
Each Categorization Rule consists of a Name, Conditions, and Actions to apply when conditions are met. Rules apply to either Inflows or Outflows and can target transactions from specific bank accounts or all accounts.
💡 Note: Be mindful when selecting bank accounts for your rules, as it affects which transactions the rules will apply to.
Types of Conditions
You can set various conditions to tailor your rules:
Name-Based Conditions
The condition is met when the transaction's name:
Contains or Does Not Contain a specific phrase.
Is Exactly a specific phrase.
Is Any Of a comma-separated list of words.
Important: This condition is case-insensitive but accent-sensitive (e.g., "e" is different from "é"). Spaces before and after the condition are ignored.
Amount-Based Conditions
The condition is met when the absolute value of the transaction's Amount is:
Greater Than or Less Than a specific amount.
Equal To or Different From a specific value.
Any Of a comma-separated list of values.
Due Date Conditions
The condition is met when the transaction's Due Date is:
Between Two Days of the month (inclusive).
Before a specific date (exclusive).
After a specific date (exclusive).
Type-Based Conditions
The condition is met when the transaction is either Expected or Paid.
When Do Rules Run?
Rules run on transactions that are To Be Categorized or Pre-Categorized.
Rules run before the pre-categorization algorithm.
Rules do not apply to Manually-Created Transactions.
Rules of the same type run when you Create, Modify, or Duplicate a rule.
Deleting a rule does not affect transactions; they remain as they are.
Importing transactions triggers all rules on the new transactions.
When syncing with a Bank, all rules run on the new transactions.
How to Set Up Auto Categorization Rules
Go to Settings in your Agicap account.
Go to Rules Management
Click on Create a category Rule
Enter a meaningful Name for your rule.
Define the Conditions:
Choose the Transaction Type: Inflows or Outflows.
Select the Bank Accounts the rule applies to (specific accounts or all accounts).
Set the condition type (e.g., Name-Based, Amount-Based).
Specify the condition details (e.g., contains "Rent").
Define the Actions to perform when conditions are met
Save the rule.
Reordering Rules
Rules run in the order they are listed. To change the order:
In Rules Management, navigate to your list of rules.
Drag and drop the rules to rearrange them.
Click Apply Rules to run the rules immediately with the new order.
Duplicating Rules Across Companies
If you manage multiple companies in Agicap, you can duplicate rules to other companies:
Select rules that apply to All Bank Accounts.
Ensure the Categories used in the rules exist in the target companies.
Click on Duplicate Rules after selecting the three dots.
Choose the target companies from the list.
Confirm the duplication.
The duplicated rules will be added to the existing rules in the target companies, maintaining the original order.
💡 Tips
Use clear and descriptive names for your rules to easily identify them.
Regularly review your rules to ensure they match your current categorization needs.
Test new rules with a small set of transactions to ensure they work as intended.
FAQ ❓
Can I apply rules to manually-created transactions?
No, auto categorization rules do not apply to manually-created transactions. You'll need to categorize these transactions manually.
What happens if I delete a rule?
Deleting a rule does not affect transactions that were previously categorized by it. Those transactions will remain as they are.
How can I apply rules immediately after reordering them?
After reordering your rules, click on the Apply Rules button to run them with the new order. This ensures your transactions are categorized based on the updated sequence.